Section 7
Planning Information
USEFUL INFORMATION GAINED FROM
EXPERIENCE
·
The
van show and shine must be held on Saturday, unless a van related event such as
a public
Show or parade or games involving
vans be held on Saturday. Must be approved by the Nationals Board.
·
The
Nationals Board will certify judges and have a pool of judges available to the
host group.
·
These
judges will still be able to show their vans. They will not, however, be judging their
class.
·
The Nationals Board has a seminar at Council
of Council and the Nationalsâ to certify judges. All judges must be certified.
·
The Nationals Board also recommends that Water
and if possible, shade be provided for the participants in the show and
shine. (You could raise money by selling
the water at a small profit) You do not want to have anyone in the sun pass out
because they forgot to bring water or need a little shade.
Items not to put on the Flyer
Please do not put port-a-pot
information on the flyer. It makes it
look like there are no restrooms.
Port-a-pots, barns for rent, golf carts etc. should be in an insert and
on your web site.
WALK-INS
·
Walk-ins
are not acceptable in the eVANt camping area.
·
A
staff member must accompany any walk-in at all times.
·
Walk-ins
will be allowed in Show and Shine area provided it is separate from the eVANt
area.
HOW
TO GET THE SUPPORT OF THE TOWN
·
Notify the local authorities that we
will be in the area.
·
If
possible, hire a local Police officer to sit at the front gate. That way if there is a problem it will get
handled before it gets out of hand.
·
Show
them your flyer. If you have last year’s
bible, take it along.
·
Tell
the local business establishments what to expect. The local grocery close to the event needs to
know that they will need to have plenty of ice, etc. on hand.
·
Go
to a town council meeting if possible and let them know we are coming.
·
Contact
the local Chamber of Commerce. They can
help you with local information.
·
Ask
to be able to put signs welcoming vanners in local businesses.
·
Ask
for discount certificate to put in the bible as ads. This will help to get the vanners to support
the local area.
·
Speak
to the local newspaper about coming out to do an article on our eVANt.
·
Do
not wait until the last minute to do this.
The earlier the better.
HOW TO HELP YOUR VENDORS
You can help your vendors by
checking out the local and state regulations for vending.
·
What
do they need? License, Tax certificate,
Health Certificate?
·
This
is especially important for food vendors.
·
Consider
lowering your vendor fees to get a bigger variety of vendors.
·
Do
not have more than one T-shirt/event
related vendor and try not to have more than two of each variety of vendors
other than food vendors, with different food selections.
·
Too
many of any vendor makes for no one making money
and if they don’t make money they will not come back and you will have to hear
the complaints.
Raffles.
- No
price changes once a price is established. Especially when ticket is sold
Nationwide.
- Set
Limits on quantity of Raffles at the
Nationalsâ,
- Have
an Official raffle registration and when possible have an Official raffle
badge
for
those selling tickets. So Vanners are not bothered all weekend and so each
recognized raffle has an opportunity to make money.
- All raffles should be for the common good of vanning not
personal raffles.
- Friday
night or Saturday during the day general raffles should be drawn and
posted not called out at the awards presentation.
- Saturday
night the host group, Nationals Committee and Council of Councils raffles
can be drawn at awards presentation.
Ways to make extra money
·
Have
a sponsor for your Flyer.
·
Sell
water on the show and shine and game fields.
·
If
people show up early have a place for them to park and charge extra.
· Have sponsors for the Trophies and
Booklet.
Ways to save money
·
Create
your own web site. You can purchase or
buy a site for about $60. They are not
hard to create. If you have someone who
is even a little computer savvy, you can create a site.
·
Instead
of buying pre-reg incentive, reduce the rate for pre-entries by different
deadlines such as one price for registration at the Nat’sâ
and then one by Council of Council’s.
·
Skip
the vanner’s night in or do it in such a way that you can make a little money
on it.
·
Shop
around for printing.
·
Make
your own host apparel.
Paraphernalia
Paraphernalia should not be
displayed openly on vendor’s row. Each
state has their own set of laws governing these items. Please follow the laws of your state. Vanners know which vendors have these items
and can find them if needed. These items
on display send the wrong kind of message to our children as well as local
dignitaries and the press when they visit our event.
Paying it forward
·
We
strongly recommend that each club “Pay it forward”.
·
In
the past many host clubs have done some of the following:
After
their event preregistered their members for the next event,
Some
have paid for bands and at the next event,
In one case they paid for the use of
the track so we could all drive our vans on the speedway at KS.
·
If
you have made money share it with your fellow vanners and they will pay it
forward to the next hosts.
This is a good way to keep our sport
moving forward.
Update
Post Card will be sent in March or April
Update
Post Cards: The National Truck-in Board
will pay for a reminder/update post card to be sent out in March preceding the
Nationals. This will be done in a
professional manner. Listing some of the
activities you are doing that were not on the flyer. This update will be sent to about 1400
vanners who have attended the Nationals in the past. Please send your updates by March 15th to the National
Truck-inâ Board.
Post
Cards: You may use a postcard size flyer
in addition to the regular event flyer.
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